Newforma Punch List Apphelp.newforma.com/Newforma_Project_Center_Tenth_… · Web viewUse this tab to configure the selected Project Center Server's connection to Microsoft® Outlook

AEC PROJECT INFORMATION MANAGEMENT

Newforma Project Center Configuration

User Guide10th Edition

Newforma® Project Center Configuration User Guide

Table of Contents

Introduction....................................................................................................................1Administering Newforma Project Center Server Overview......................................................2Projects Tab....................................................................................................................3

Export to a Template....................................................................................................3Task Panel Actions........................................................................................................4

Newforma Project Center Servers Tab – General Tab............................................................4Backups......................................................................................................................5Identification...............................................................................................................5Administrator Notifications.............................................................................................6Client Install................................................................................................................6Notification Reminders..................................................................................................7Project Calendars.........................................................................................................7Email Transfers............................................................................................................8Email Transfers............................................................................................................8

Newforma Project Center Servers Tab – Notifications and Forms Tab......................................8Notification Subject.......................................................................................................8Form Template Styles...................................................................................................9

Newforma Project Center Servers Tab – Info Exchange Connection Tab.................................10Configure your Connection to Newforma Info Exchange....................................................10Info Exchange Administrator Credentials........................................................................10

Newforma Project Center Servers Tab – System Metrics Tab................................................11Newforma Project Center Servers Tab – Project Email and GAL Sync Tab..............................12

Global Address List Data Synchronization.......................................................................12Automatically File from Newforma – Items to File Folders.................................................13Project Email Settings.................................................................................................13File Messages Sent to Project Email Address...................................................................13

Newforma Project Center Servers Tab – Mirrored Projects Tab.............................................14Newforma Info Exchange Server – General Tab..................................................................15

Administrator Notifications...........................................................................................17Newforma Info Exchange Server – System Metrics Tab.......................................................18Newforma Info Exchange Server – Administrator Credentials Tab.........................................19

Credentials................................................................................................................19Server Certificate........................................................................................................19

©Newforma, 2012. All rights reserved


Newforma Info Exchange Server – Terms and Conditions Tab..............................................20Transfers Tab................................................................................................................21Companies Tab..............................................................................................................22

Add a Company..........................................................................................................23Contacts Tab.................................................................................................................24

Add a Contact............................................................................................................24Licensing Tab................................................................................................................25

Administrator Levels and Privileges...............................................................................25Add New Users...........................................................................................................26Modify User................................................................................................................26Info Exchange Licensing..............................................................................................27Modify Filing Options...................................................................................................27

Global Project Settings...................................................................................................29Project Keywords List..................................................................................................29

Indexing Tab.................................................................................................................31Scopes Tab................................................................................................................31Index Statistics Tab....................................................................................................32

Permission Sets Tab.......................................................................................................33Default Permission Sets...............................................................................................34

©Newforma, 2012. All rights reserved


Technical Configuration GuidelinesProject Center Administration

IntroductionThis document is designed to provide guidance to IT departments around the most effective configuration methods for implementing and administering Newforma® Project Center. Based on our experience working with customers, the Newforma Services and Support Team has collected and documented important areas to consider as part of the implementation process for Newforma Project Center. Each customer may choose to tailor the setup of Newforma Project Center to accommodate their specific work processes, project information practices, and overall project methodologies, but it is important that these points of consideration be discussed and a course of action determined prior to the Project Team Training.

The Newforma Services and Support Team will refer to this guide as we work through implementation planning with our customers, and we will offer recommendations for setup and ongoing administration based on the different project information and process management models we have experienced in the industry. The Newforma Project Center Administration and Best Practices document is a working document that is fine-tuned and expanded with every customer engagement. We value your comments and suggestions for further improvement and look forward to working with you to make your rollout of Newforma Project Center both easy and successful.

The Newforma Support and Services Team

No part of this manual may be reproduced without the prior written permission of Newforma, Inc.

The contents of this manual are subject to change without notice.

Please read this entire manual carefully before beginning installation. Although the procedures described in this manual are based on the current best known practices of Newforma, Inc., these procedures may not work for you in your particular computing environment.

Newforma, Inc. makes no warranty of any kind regarding the information contained in this manual, including but not limited to implied warranties of merchantability or fitness for a particular purpose. Newforma, Inc. assumes no liability to any party for any damages caused by the information in this manual or by errors or omissions in that information.

If you have questions about the information in this manual or about installation procedures, please contact Newforma, Inc.

All trademarks used in this manual are trademarks or registered trademarks of their respective holders

©Newforma, 2012. All rights reserved 1



Administering Newforma Project Center Server OverviewThe Newforma Project Center client is required to administer Newforma Project Center. It is acceptable to install a client on the Newforma Project Center Server machine to perform these operations. See Installing Newforma Project Center.doc for instructions on installing a Newforma Project Center client.

As an administrator of Newforma Project Center, you can use the Administration tool to set up and configure Newforma Project Center. After you deploy the client software on your desktop you will be able to do all of the administration right from your desktop.

To access Project Center Administration Start the Newforma Project Center client and then select Project Center Administration from the Tasks pane.

The Administration tool includes ten tabs that you can use to access the administration features. The following sections describe the contents of each tab.



Projects Tab

The creation of projects is covered in Admin_Guide_Create_a_Project_in_Newforma_10e.docx. The additional features for the administrative tasks included on the Projects tab are described below.

Export to a Template

This task lets you export a project’s settings so you can use this template to manually create projects quickly and easily. This process is covered in detail in Admin_Guide_Create_a_Project_in_Newforma_10e.docx.



Task Panel Actions

View ErrorsThis task appears when you select a server and the status is yellow. Click to open the Newforma Project Center Server Errors dialog to view server and project errors so that you can resolve them.

Newforma Project Center Servers Tab – General TabThe Servers tab in the Project Administration Console allows administrators to configure a number of server behaviors. The tab includes a number of sub-tabs that allow for configuration. The content of the sub-tabs varies depending on whether the server selected at the top of the Servers tab is a Project Center Server or an Info Exchange



Server. The following sections describe the settings available when a Project Center Server is selected.

Backups

Backup storage. This is the full path to the folder on the network (or the local hard drive) where all Project Center data, contacts, and project summary information for the selected Project Center Server is backed up nightly. You can change the storage location by clicking the ellipse button to open the Browse for Folder dialog. If the field is left blank, the information is backed up to the default location at

C:\Newforma\Tenth Edition\Newforma Backup.

Project backups. Select the number of project backups to store. Project data includes submittals, RFIs, and other project items. Older backups will be automatically deleted.

A file of type .NRB (Newforma Record Backup) containing a backup of all project items is Saved.



Global data backups. Select the number of global data backups to store. Global data includes contacts, global project settings, and the rest of the data in the Project Center Administration activity center tabs. Older backups will be automatically deleted.

Backup Now. Click to immediately create a backup of the projects and global data for the selected Project Center Server.

Identification

Company name. Enter the name of your company in this field.

Server location. Enter the location of the selected server.

Email address for sent notifications. Enter the email address that is used as the From address for server generated email notifications.

Administrator Notifications

Use this section to select who should receive server alert email messages. The messages are sent automatically from the server to the users indicated.

Email Address. Enter the email addresses of contacts to receive the email alert messages. Use semicolons between each email address.

Send to. Select who to send the email messages to from the dropdown list.



Select Global administrators only to send the email messages only to Project Center administrators.

Select Explicitly defined list to send the email messages only to the contacts entered in the Email Address field.

Select Both administrators and list to send the email messages to both administrators and the contacts entered in the Email Address field.

Warn when free space is below a certain level in MB. Enter the threshold at which you want the Project Center Server to send an email message to administrators to notify them that disk space has fallen below the value entered here.

Shutdown when free space is below a certain level in MB. Mark this checkbox and enter the threshold at which you want the Project Center Server to shut down when disk space has fallen below the value entered here. The nightly maintenance will not be performed. The free space it is looking for is space on the MySQL data drive.

Client Install

Use this section to enable and configure automatic Project Center client updating. The message that appears indicates the state of automatic Project Center client updates. It will be one of the following:

Automatic client installs are enabled indicates that automatic client updating is enabled and clients are automatically updated.

Automatic client installs are disabled indicates that automatic client updating is disabled and clients are not automatically updated.

Automatic client installs are not configured indicates that automatic client updating has not been configured and is not running.

Configure. Click to open the Client Install Configuration dialog to enable and configure automatic client updates.

Email Install Instructions. For new installs, click to open an email message containing a link for updating Project Center clients that you can send to users.

Notification Reminders



Use this section to configure the frequency of automated reminders.

Internal Reminders. You can specify the frequency of automated reminders for your internal team members for Transfers, Transmittals, Action Items, Submittals and RFIs.

External Reminders. You can specify the frequency of automated reminders for your external team members for Transfers, Transmittals, Action Items, Submittals and RFIs.

If you choose Daily, the reminders are sent out once a day.

If you choose Weekly, the reminders are sent out Sunday evening.

If you choose Semiweekly, the reminders are sent out Sunday and Wednesday.

If you choose None, reminders are not sent, and the reminder fields are disabled.

Project Calendars

Holiday File: You can specify a file containing a list of holidays to apply to all projects on this server. This file will become the default list for all projects on this server. However, users can edit the list of holidays in the Project Timeline activity center in the same way they would edit regular holidays, except they will be able to update the holiday file and apply it to all projects, or just apply it to the open project. Also, each project can have its own holiday file so that it has a different schedule than the other projects on the same server. Holiday files can either be .ICS files or a Microsoft Excel file that is in the correct format.

Email Transfers

You can specify the maximum size for an email file transfer from Newforma Project Center.

Email Transfers

You can specify the maximum size for an email file transfer from Newforma Project Center.



Newforma Project Center Servers Tab – Notifications and Forms Tab

Notification Subject

This section enables you to customize the formatting of the subjects of email notifications and messages sent out by Project Center.

To customize the subject, select a field from the <Select a property and click Insert Field> dropdown. A list of properties appears.

Select the field to insert in the subject from the dropdown list and then click Insert Field to add the field to the subject line. Repeat the process until all desired fields are selected. The formatting of the subject is shown in the field below the Insert Field button, as show in this example:

Reset to Default. Click to reset the subject formatting to the default Project Center settings.



View Sample. Click to open the Select Project Item dialog to select an item and view a sample of what the subject line will look like.

Save Changes. Click to save your changes.

Form Template Styles

This section shows the full paths to the company logos under the Logo URL column, as well as folders on the network where the customizable form template styles for forms and notifications are stored. The paths under the Folder Location column must be UNC paths that start with \\.

Click Add to open the Add Template Style dialog to add new form template styles.

Click Modify to open the Modify Template Style dialog to modify the selected form template style.

Click Remove to remove the selected form template style.



Newforma Project Center Servers Tab – Info Exchange Connection Tab

Configure your Connection to Newforma Info Exchange

In the Server field, enter the name of the Newforma Info Exchange Server that the Project Center Server connects to. You can also set this as a “Hosted Server”.

Last Replication Time to Info Exchange. Displays the most recent time the Project Center Server replicated with the Info Exchange Server.

Last Replication Time form Info Exchange. Displays the most recent time the Info Exchange Server replicated with the Project Center Server.

Info Exchange Administrator Credentials

The Username and Password fields contain the name and password of the administrator who installed the Info Exchange Server.



Newforma Project Center Servers Tab – System Metrics TabThis tab contains information about the selected Project Center Server's processor and disk usage.



Newforma Project Center Servers Tab – Project Email and GAL Sync TabUse this tab to configure the selected Project Center Server's connection to Microsoft® Outlook via the Project Center Add-in for Microsoft Outlook, and to synchronize the selected server with the Global Address List (GAL).

Global Address List Data Synchronization

Use this section to configure the synchronization of the server with the Global Address List (GAL).



Define contact fields to synchronize. Click Select to open the Global Address List Synchronization Settings dialog to select the Project Center contact fields that get synchronized from the Global Address List.

Enable periodic synchronization. Select this checkbox to have the Project Center Server automatically synchronize with the Microsoft® Exchange Global Address List. For Project Center contacts that are in the Global Address List, this feature will copy the fields specified in the Global Address List Synchronization Settings dialog and update the Project Center contacts at the time interval set in the Synchronize every ## hours field.

Synchronize every ## hours. Enter the time interval at which to synchronize the Project Center contacts with the Global Address List.

Synchronize Now. Click to synchronize the properties of existing Project Center contacts with the Global Address List.

Automatically File from Newforma – Items to File Folders

Select the Automated File Items Enabled checkbox to have the Project Center Server automatically file items placed in Microsoft Outlook's Newforma - Items to File folder. When users drag and drop email messages into the Newforma - Items to File folder in Microsoft Outlook, the Project Center Server files them in Project Center at the interval set in this section and moves the messages to Outlook's Deleted Items folder.

Sleep time between user accounts. To control the amount of activity by the Project Center email service, you can set the time interval that takes place between scanning each Project Center user. If you increase the time, it will take longer to file items automatically, but there will be less Project Center Server usage.

Sleep time between scans. To control the amount of activity by the Project Center email service, you can set the time interval that takes place between each full scan for messages in all Project Center mailboxes. If you increase the time, it will take longer to file items automatically, but there will be less Project Center Server usage.



Project Email Settings

Store Email Messages as. If you are using Microsoft Outlook, you will most likely select .MSG Files. If you are not using Outlook, select .EML Files.

File Messages Sent to Project Email Address

Use this section to enable users to send email messages to projects that are pinned to the selected Project Center Server. See Project_Email_Addressing_Setup_Guide_10e.docx.



Newforma Project Center Servers Tab – Mirrored Projects TabThis tab lists projects that are mirrored on a remote Project Center Server. Mirroring a project greatly enhances the response time working with the project.

Add. Click to open the Select a Project dialog to mirror a project that resides on a remote Project Center Server and add it to the mirrored project list.

Remove. Click to stop mirroring the selected project and remove it from the list.



Newforma Info Exchange Server – General TabThe Servers tab in the Project Administration Console allows administrators to configure a number of server behaviors. The tab includes a number of sub-tabs that allow for configuration. The content of the sub-tabs varies depending on whether the server selected at the top of the Servers tab is a Project Center Server or an Info Exchange Server. The following sections describe the settings available when an Info Exchange Server is selected.

Use the General tab to configure Project Center to send an email message once a day to Project Center administrators when the Info Exchange disk space reaches a certain threshold and/or if the Info Exchange Server goes down.

Preferred Server. The Info Exchange Server uses the preferred server:

For replicating to the Project Center Server database.

As the server that sends the company name to Info Exchange (for example, the company name that appears in the Info Exchange Terms and Conditions tab).

For Info Exchange password reminders.

Transfer Root. This is the folder in which Info Exchange file transfers are stored. You can enter a new path in this field to change the location in which to store transfers. The amount of disk space available for transfers appears below the field.

Available Space. Displays the amount of disk space available on the Info Exchange Server.



Allow anonymous user access and public transfers. Anonymous users cannot log into Info Exchange automatically. Select this checkbox to allow anonymous users to log into and use your Info Exchange Server. Clear this checkbox to disable all public transfer options and hide the public transfer log on the Info Exchange website.

Allow Cloud Delivery on All Projects. Mark this checkbox to enable file delivery from Info Exchange to any of the following cloud services from all projects: Box, Google Drive, and Dropbox.

Clear this checkbox to shut off all cloud delivery from Info Exchange for all projects.

Web Site Logo. The logo that appears on the Info Exchange website is previewed here. You can select a different one

by clicking the button. The recommended size for the logo is 44 pixels high in .PNG format.

Administrator Notifications

When disk space is below a certain level in MB. Select this checkbox to have Project Center send an email message to administrators when the available disk space on Info Exchange falls below the threshold entered.

When the connection between the Project Center and Info Exchange Servers is down. Mark this checkbox to have Project Center send an email message to the administrators if Info Exchange goes down.

Newforma Info Exchange Server – SMTP Relay TabUse this tab to enable and configure the SMTP relay for project email addressing.



Newforma Info Exchange Server – System Metrics TabThis tab contains information about the selected Info Exchange Server's processor and disk usage.

Newforma Info Exchange Server – Administrator Credentials Tab

Credentials

The Username and Password/Confirm fields contain the name and password of the administrator who installed the Project Center Server. You can change them.

Server Certificate

This section shows the Info Exchange Server certificate's Issuer, Expiration date, and Serial Number.



Newforma Info Exchange Server – Terms and Conditions TabUse this tab to edit the terms and conditions text that appears on the Newforma Info Exchange website the first time a user logs in. Customize the text and then click Save Changes when finished.

Require external users to accept Terms and Conditions. The following options control when a user must accept the terms and conditions:

Choose When first logging into Info Exchange to require users to accept the terms and conditions the first time they log onto Info Exchange.

Choose Before accessing a project for the first time to require users to accept the terms and conditions the first time they access a new project on Info Exchange.

Choose When downloading from an email message link or when logging into Info Exchange to require users to accept the terms and conditions when they download project information from an email link or when they log into Info Exchange for all transactions.

Newforma Info Exchange Server – Unified Projects Tab If your company uses multiple Info Exchange Servers, use this tab to create a unified project list on the Info

Exchange Server selected above. Select the Info Exchange Servers from the list that host the projects you want to list on the Info Exchange selected above. The projects on the Info Exchange Servers you select will then appear on the Info Exchange Server selected above.

This feature enables the complete project list to be visible on all Info Exchange Servers. Users will then be able to log onto any Info Exchange Server and see a list of all projects from all servers. When they select a project residing on a different Info Exchange Server, they will automatically be redirected to logon to the Info Exchange Server hosting the project they want to open.



Transfers TabThe Transfers tab displays all of the Info Exchange transfers that have been sent or received by location and project.

Companies TabUse this activity center to manage and configure Project Center and the settings for its global companies. The Companies tab lists all of the companies in the Project Center companies database. Information such as first and last name, email address, street address, company, department, and phone number are stored in the companies database.

To add a contact to the database manually, click the Add Contact > Add Contact Manually task to open the Add Contact dialog.

To add companies to the database form the Global Address List, click the Add Contact > Add/Update Contact from GAL to open the Add/Update Companies from Global Address List dialog.

After you add companies, Project Center will automatically list them in the Choose New Team Members from Global Contact List dialog. From there you can add the companies to the project team.

If you import companies from Deltek Vision, Project Center keeps the same status set in Vision, and the companies are not editable.



If you import companies from the Global Address List, Project Center cannot read the status, and the Status field will be editable. All company statuses will be set to Active by default.

This activity center is only available to Project Center administrators. Administrators are listed in the Project Center Users tab. If no administrators are listed, all Project Center users have administrative privileges until the first administrator is added.

Switching tabs does not update the information in this activity center. Click the button to get the latest information.

Add a Company

Use the Add Company task to manually add a company to the database. Select Add Company in the Tasks panel to access the Add Company dialog.

Complete the information in the Add Company dialog. You can then connect the company to other companies that use Project Center, and email all contacts in the company. You then associate the Company to the Contact for consistent addressing for all users that are associated with this Company.



Contacts TabThis tab lists all of the contacts in the Project Center contacts database. Information such as first and last names, email address, street address, company, department, and phone numbers are stored in the contact database.

To add a contact to the database, click the Add Contact task to open the Add Contact dialog.

After you add contacts, they will be automatically added to the Choose New Team Members from Global Contact List dialog. From there you can add the contacts to the project team. Contacts can also be added by importing a template in an Excel spreadsheet.

Add a Contact

To add a contact to the database manually, click the Add Contact > Add Contact Manually task to open the Add Contact dialog. To add contacts to the database form the Global Address List, click the Add Contact > Add/Update Contact from GAL to open the Add/Update Contacts from Global Address List dialog.

After you add contacts, Project Center will automatically list them in the Choose New Team Members from Global Contact List dialog. From there you can add the contacts to the project team.



Licensing TabThis tab lists all Project Center users and indicates if they are global administrators, project creators, Professional or Express Licenses users, and if they are a Contract Manager. If no users are listed as administrators, then all Project Center users have administrative privileges. As soon as a Project Center administrator is added, the Project Center Administration task in the My Project Center activity center is immediately removed for all other users and becomes available only to the administrator and any other administrators that are subsequently added.

Administrator Levels and Privileges

Project Center Global Administrators have the following abilities and privileges that regular Project Center users do not have:

Access to the Edit Project Settings dialog to edit a project's settings and assign project administrators.

An Edit Project Settings task on the Project Home activity center to edit the open project's settings.

The ability to delete submittals, transmittals, and action items.

There are three levels of end user roles:

Non-Professional User. Non-Professional users can view all Project Center information. Non-Professional users can create, modify, and delete items in the following areas: Newforma Viewer; markups; project email; project files; My Project Center activity center; meeting minutes; search.

Professional User. This is the default role. Professional users can do all that non-Professional users can do, as indicated above, plus they can also create, modify, and delete items in all areas except for contract management. The number of Professional licenses purchased defines the maximum number of allowed Professional users.

Contract Manager. A Contract Manager role is not a separate license. It is an additional role assigned to Professional users. CMs can do all that Professional users can do, plus they can create and modify contract management items. Once users are given a CM role, tasks for CM users are enabled that allow them to create



and edit these items. The CM role also enables filing these items from the Project Center Add-in for Microsoft Outlook and the Newforma Viewer.

Financial Managers. Users assigned a Financial Administrator role can view/create/edit/delete change order proposals, change orders, contracts, and potential change orders. Users without the Financial Manager role cannot even view any of the indicated activity center items.

In addition, there are four levels of administrator roles:

Project Center Administrator (also called Global Administrator). Only Project Center administrators can access all administration features. Global administrators administer all projects on all Project Center Servers listed in the Servers tab. When Project Center administrators (users that have access to this activity center) are creating projects, they can select who has administrative rights for each project.

Project Administrator. When a Project Center administrator grants administrative rights to a project to Project Center users, those users have all of the administrative privileges listed under Project Center administrators, but only for the project to which they are assigned. Use the Create Project dialog or the Edit Project Settings dialog to assign project administrators.

o Once a project administrator has access to the Edit Project Settings dialog, they can then add other administrators to the project.

Project Creator. When a Project Center administrator grants Project Creator rights to a project to Project Center user, those users have the ability to create projects from their Home Task panel. This license does not allow the user to get into the Global Administration panel; they only have the ability to create new projects and edit their settings.

Content Administrator. Users assigned a Content Administrator role can use the Newforma Contact Directory Utility to add and modify companies, contacts, and keyword lists, and to add, modify, and delete form letters. It also enables the user to use the Modify Keyword Lists task in the My Project Center activity center to add and modify Project Center keyword lists.

Add New Users

Click Add Project Center User in the Tasks panel to open the Select Domain User dialog and select the member of your company you want to add as a user. You can also type in the name in the form of DOMAIN\username. Click Add to add the user to the list of Project Center users.



Modify User

Select the user from the list and then click Modify User in the Tasks panel to open the Modify User dialog.

Once in the Modify User dialog, you can assign roles to the user as necessary.

Project Center features are licensed per Project Center user.

Info Exchange Licensing

There are no licensing restrictions on Info Exchange. All of the functionality is available to both internal and external project team members.

Modify Filing Options



Click to open the Edit Email Filing Options dialog to configure how the selected user's email messages are handled after they are filed in Project Center.

Newforma - Items to File

Move filed email to. Select the email folder to which to move email messages after they are filed. Click the icon to select a folder. For example, you can have email messages automatically moved to the Deleted Items folder if you want to delete them after they are filed to a project.

Store in project subfolders. Select this checkbox to move the filed email message to a subfolder within the folder selected in the field above. The subfolder will be created for you automatically and is given the label listed in the Email Folder Label field of the Admin tab of the Edit Project Settings dialog.

Automatically file items from my Newforma Items to File folder. Select this checkbox to have the Project Center Server automatically file items you placed in Microsoft Outlook's Newforma - Items to File folder at a set interval. When you drag and drop email messages into Microsoft Outlook's Newforma - Items to File folder, the Project Center Server files them in Project Center and moves the messages to Outlook's Deleted Items folder.

File in ProjectMove Manually Filed Items to “folder above”. Select this checkbox to automatically move email messages to the email folder selected in the Move filed email to field above after you manually file them by clicking the File in Project button from Microsoft Outlook. If this checkbox is cleared, the email messages will not be moved after they are filed.

AdvancedClick to open the Advanced Filing Options dialog to select additional methods of handling email messages after they are filed. If the Category check box is selected, Newforma will add an Email Category call "Filed by Newforma". Also, if



you deselect the Enable Outlook Add-in the ribbon or Toolbar will not be available in this users Mailbox.



KeywordsUse this tab to customize the global project settings, which are the values that are used by all Project Center projects on all servers.

Project Keywords List

Use this section to add and edit project keyword lists and they keywords that appear in them.

In Project Center, keywords are words you can add to project items to use for filtering and searching. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers and dialogs. These lists are used throughout Project Center projects, giving users the ability to apply keywords to individual project items such as RFIs, submittals, action items, etc. Keywords are supported by the search feature, giving users the ability to locate project items containing the keywords, and users can filter lists based on keywords.

As an administrator, you can assign which lists are used in each project in the Edit Project Settings dialog. Depending on the settings made there, users can either select keywords to add to project items, or if it is enabled, they can enter their own keywords in addition to selecting keywords from a list.

List Name. The name of each global project keyword list. Each list contains its own set of keywords. You can edit the keywords in a list by clicking Modify to open the Project Keyword List dialog.



Required. Yes indicates that the list is required in and used by new projects when they are created. The values in this column are not editable.

Add. Click to open the Add a Project Keyword List dialog to add a new list of project keywords that can be applied to any project. Once the list is created, you must then select it and click Modify to add keywords to the list. After lists are created, you can apply them to a project using the Edit Project Settings dialog.

Rename. Click to open the Rename a Project Keyword List dialog to rename the selected project keyword list.

Remove. Click to remove the selected project keyword list. You will be prompted before it is removed.



Modify. Click to open the Project Keyword List dialog to add keywords to the selected global project list, as well as edit and remove keywords from the list.



Global Settings TabUse the Global Settings tab to customize the global settings, which are the settings that are used by all Project Center users.

Project Email

Use this section to set up project email addressing. Each Project Center project can have its own email address. Email messages sent to a project email address will be filed directly to that project. When an email message is sent to a project email address, the SMTP relay on the Info Exchange Server (see the “Newforma Info Exchange Server Tab – SMTP Relay Tab” section above for details on configuring the SMTP relay) will relay all email messages sent to the project email addresses to the corporate mailbox defined here (Only one corporate mailbox is required for this feature). The Project Center Servers will then file the email messages to each project.

Mail ServersUse this section to define an email server for all Project Center Servers.

Mail Server Address. The name of your company's email server.

Mailbox Access. Indicates whether the mail server is Exchange or IMAP-based.

IMAP Folder Illegal Characters. The characters that are not allowed in IMAP folder names.

Add. Click to open the Configure Mail Server dialog to define an email server.



Modify. Click to open the Configure Mail Server dialog to modify the selected email server.

Remove. Click to remove the selected email server.

Project Email MailboxesUse this section to link Project Center to the project email mailbox.

Mail Server. The corporate email server on which you created the mailbox.

Mailbox. The SMTP address of the mailbox that was created. For example, [email protected].

Require Prefix. Indicates if the email sender is required to add a prefix to the beginning of the project email address.

Prefix. The prefix that senders must add to the beginning of the project email address.

Domain. The email domain name (the name that follows the @ sign) in the project's email address.

Add. Click to open the Configure Project Email Mailbox dialog to link Project Center to the email mailbox on your corporate email server that will collect all email messages sent to each project's email address.

Modify. Click to open the Configure Project Email Mailbox dialog to modify the link from Project Center to the email mailbox on your corporate email server that will collect all email messages sent to each project's email address.

Remove. Click to remove the selected project email mailbox.

Custom Project Activity SummariesUse this section to add, modify, and configure project activity summary tabs. These customized tabs are added to the Project Activity Summary section of the My Project Center activity center. See our help topic for more information.

Markup Settings Stored Markup Preview Size. Enter the pixel size for previewing markups.

Prevent certain email message classes from filing. You can select and set this option if you need to open and restore an email to its full content if filed or archived on a different system. Enterprise Vault is used as an example below:



Custom Fields TabCustom fields are fields users define to collect additional information about an item tracked in Project Center. Since there is no way Project Center could have all of the fields users need, this feature enables administrators to define what fields they need for global features. Custom field information could be used for:

Grouping and sorting logs and lists of information;

Searching for data;

Reporting;

Required information on generated form letters or documents.

You can add custom fields to:

Global companies;

Global contacts;

Project settings;

Project team.

After custom fields are added, they will appear as columns in the corresponding activity center and its dialog boxes in the Custom Fields tab that is added (Project Center automatically adds a Custom Fields tab whenever a custom field is created).

This activity center is only available to Project Center administrators. Administrators are listed in the Licensing tab. If no administrators are listed, all Project Center users have administrative privileges until the first administrator is added.




Columns

Applies to

The area (project settings, project team, global contacts, or global companies) the custom field layout applies to.

Fields

The names of the custom fields created and added to the layout.

Modify

Click to open the Modify Custom Layout dialog box to create a new custom field.

Save Changes

Click to save the settings entered in this tab.



Indexing TabUse this activity center to manage and configure Project Center and the indexing and filtering settings for its servers. The sub-tabs display information for the server selected in the Indexing Server field.

Scopes Tab

Scopes are the full UNC network paths to the folders that are indexed by a Project Center Server, as well as their indexing configuration settings. The Scopes sub-tab of the Indexing tab lists all of the scopes being indexed by the Project Center Server selected in the Indexing Server field above.

Path. This column lists the full UNC paths to the project folders that are being indexed.

Scan Mode. This column indicates the scan mode being performed:

Full indicates that all file system changes are reflected in the index (all files that are added, deleted, and modified).

Additive indicates all added or modified files are updated in the index, but not deleted files.

NoScan indicates that no changes to the file system are updated in the index. The index will remain static once the indexing is completed until this value is changed.

Shared Index Data. This column indicates whether the index data is shared:

True indicates that the index data in the database is shared between two or more scopes.

False indicates that the index data in the database is used by only one scope and is not shared.

Add. Click to open the Add a New Scope dialog to add a new scope. This path must be a UNC path.

Remove. Click to remove the selected scope.

Change Scan Mode. Click to open the Change the Scan Mode for a Scope dialog to modify the settings for the selected scope, as explained under Scan Mode above.



Index Statistics Tab

The Index Statistics sub-tab allows you to configure how the index statistics are displayed.

Show Statistics for the Entire Index. Choose this option to show the statistics for the entire index on the selected Indexing Server, which includes every project the Indexing Server manages. After you choose this option, you must click the Get Statistics button to view the statistics.

Show Statistics for a Specific Scope. Choose this option to show the statistics for a particular scope on the selected Indexing Server. After you choose this option, you must click the Get Statistics button to view the statistics.



Get Statistics. Click to view the statistics for the entire index or a specific scope, depending on the option selected above.



Permission Sets TabUse this activity center to manage and configure the permission sets for all Info Exchange activity centers. Permission sets determine which items are displayed for internal and external Project Center users for each Info Exchange activity center. The permissions configured here apply to all projects on Info Exchange.

This activity center is only available to Project Center administrators. Administrators are listed in the Project Center Users tab. If no administrators are listed, all Project Center users have administrative privileges until the first administrator is added.

Refer to the Project Center Administration Activity Center Contacts tab for information on internal and external users.




Default Permission Sets

After you have configured permission sets above, select the permission set from the dropdown list to use to use as the default for internal and external Project Center users. The list contains the permission sets from the Permission Sets for Project Center Activities section above.

Internal Users. Select the default permission set to use from the dropdown list for internal Project Center users.



External Users. Select the default permission set to use from the drop-down list for external Project Center users.

Save Changes. Click to save your changes.


Documents

Newforma Punch List Apphelp.newforma.com/Newforma_Project_Center_Tenth_… · Web viewUse this tab to configure the selected Project Center Server's connection to Microsoft® Outlook